Key takeaways
- List contents per package, with package numbers that match the physical marks.
- Show net weight, gross weight, dimensions and volume per package and in total.
- Repeat the shipping marks and numbers exactly as they appear on the cartons.
- Never show prices; totals must reconcile with the invoice quantities.
- Flag hazardous, fragile, temperature-controlled or oversized packages clearly.
Fields a packing list needs
- Exporter, consignee and notify party — Matches the invoice and transport document
- Invoice number and date — Links the list to the commercial invoice
- Package number and type — Carton, pallet, crate, drum, bundle — numbered sequentially
- Contents per package — Item description and quantity inside that specific package
- Net and gross weight — Weight of goods and weight including packing, per package
- Dimensions and volume — Length, width, height and CBM per package for freight costing
- Shipping marks and numbers — Exactly as marked on the outside of each package
- Handling and hazard notes — Fragile, stackable, temperature, UN number where applicable
- Totals — Total packages, total net and gross weight, total volume
Reconciling the packing list with the invoice
- Sum the item quantities across all packages and compare to the invoice line quantities.
- Check the total number of packages against the transport document.
- Check the total gross weight against the bill of lading or air waybill.
- Confirm the invoice number and date on both documents match exactly.
- Confirm marks and numbers are identical to the physical labels and to the transport document.
The single most common cause of a customs inspection on a clean shipment is a quantity or weight mismatch between the invoice and the packing list. Generate both from the same shipment record instead of retyping.
Palletised and mixed loads
- For palletised cargo, list pallets and then the cartons on each pallet, so a pallet can be checked without unwrapping it.
- For mixed loads, never bundle several products into one package line — split them.
- State stacking limits and the number of layers per pallet if the goods are crushable.
- For part shipments, mark the list "partial shipment X of Y" and adjust the totals honestly.
Where the packing list fits in the set
The packing list is prepared alongside the commercial invoice, before the shipping instruction is sent to the forwarder — the forwarder needs the package count, weights and volume to book space and issue the bill of lading. On arrival it is the document the receiver checks against the delivery note when signing for the goods.
How to prepare a packing list
Step 1: Copy the shipment header
Enter exporter, consignee, notify party, invoice number and date.
Step 2: Number the packages
Assign sequential package numbers matching the marks on the cartons.
Step 3: List contents per package
Record item, quantity and packing type inside each numbered package.
Step 4: Add weights and dimensions
Enter net weight, gross weight, dimensions and volume per package.
Step 5: Add marks and handling notes
Reproduce shipping marks and flag hazardous, fragile or temperature-controlled goods.
Step 6: Total and reconcile
Total packages, weights and volume, then check against the invoice and transport document.
Frequently asked questions
Should a packing list show prices?
No. Values belong on the commercial invoice. A packing list with prices can create confusion at customs about which document carries the declared value.
What is the difference between net and gross weight?
Net weight is the goods alone. Gross weight includes packing, pallets and dunnage. Freight is usually charged on gross weight or volumetric weight, whichever is greater.
Does every shipment need a packing list?
Any multi-package or mixed shipment effectively does, and most buyers and forwarders require one. Single-package uniform shipments sometimes use a combined invoice and packing list.
Who prepares the packing list?
The exporter or their warehouse, at the point of packing — not after the container has left. Packing-time preparation is what keeps the package detail accurate.